Part 2: Align SAP Time Management with Your Company’s Time Quota Requirements

If your company uses negative time quotas to allow employees to exceed their annual leave entitlements, you can use a standard report and infotype 0416 (time quota compensation) to quickly and simply reduce their entitlements for the following year by the amount they have already taken.

Key Concept

Time quota in SAP ERP HCM refers to an employee’s leave entitlement. An HR time administrator generates and awards leave entitlement to an employee on a daily, monthly, or yearly basis, depending on an organization’s business rules. As of SAP R/3 4.0B, users store employee absences in infotype 2001 and enter available absence quotas or leave entitlement in infotype 2006. If (as is commonly the case) an employee exceeds his absence quota entitlements, companies need to be able to effectively and efficiently manage it in the system without a lot of time and effort. Negative quotas allow employees to exceed their stated entitlements.

Consider this common problem. An employee is eligible for 25 days annual leave from 01/01/08 until 12/31/08 plus five days over and above the leave entitlement (known as a negative quota). When the employee goes on annual leave, SAP ERP HCM should allow him to take 25 days plus five days over and above his entitlement, which is adjusted with the following year’s quota. So what do you do if the employee uses the five days over and above his entitlement and is eligible for only 20 days of annual leave in 2009 (from 01/01/09 to 12/31/09)?

There are two common business scenarios to solve this problem, which I have named scenario 1 and scenario 2. In the first part of my series (see my article “Align SAP Time Management with Your Company’s Time Quota Requirements”), I showed you how to how to solve the problem using scenario 1. In this article, I will show you how to solve it using scenario 2. You generate the standard report of the negative leave balances, generate the following year’s quota, and then reduce it by uploading the negative figures into infotype 0416 (quota compensation for your country grouping) using SAP Legacy System Migration Workbench (SAP LSMW).

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Raghavendran Parthasarathy

Raghavendran Parthasarathy works for Hexaware Technologies as a Principal Consultant,where he manages SAP solution design for customers across the globe. He has worked in SAP ERP HCM for over 14 years in various capacities, including payroll projects in the Middle East, Europe, and Asia/Pacific. In addition to payroll, Raghavendran has experience in negative time management, personnel administration, and recruitment. He has also been a part of portal implementations. Currently, he is involved with cloud-based HCM applications such as SAP SuccessFactors and Workday.